Introduction to Job Applications

Applications allow you to ask questions and check the qualifications of a new hire. In this article, we cover what applications are, how to navigate the editor, privacy considerations, and an FAQ.

In this article:
What is an application?
Navigating the Application Editor
Applicant Privacy and Future Consideration
Application FAQs and Important Information
Additional Resources

What is an application?

A job application is created by employers for job candidates to fill out in response to an open position. They require candidates to answer questions about their credentials, citizenship status, and other information included in their resume and cover letter documents. Employers use applications to find the best candidate for an open requisition.

Navigating to Application

1. Click Tools then Setup.
2. Under Recruiting setup, click Applications.

Navigating the Application Editor

From the application screen, you can create a New Apply Process or Edit an existing one. If you decide to create a New Apply Process, you have the options to use:

1. A Blank Form: This will allow you to create a brand-new application process from scratch. This approach is recommended if you are creating a highly customized application process that does not mirror the standard application structure.
   
   
2. A Standard Application: This will populate the application with the standard application contents.

Standard Application Options

Section
Resume Upload	Experience
Cover Letter Upload	Education
Contact Information	Voluntary Self-Identification
Additional Information (Authorized to work in the US without a sponsor visa)	Legal Signature

On an existing application, you will have the following options

1. Edit: Click this button to edit an existing application process (or click its name).
2. Rules: Click this button to assign rules to your application sections/questions.
3. Translations: Click this button to translate an application process. To learn more check out: 
4. Copy: Click this button to copy an application process. This will create an exact copy of the app process that you can edit independently of the original. If editing the same fields, the original application also receives those changes.
5. Delete: Click this button to delete an application process.

Please Note:

If you make changes to an existing application that is tied to a live requisition, these changes will be automatically updated for any subsequent applicants to that requisition.

Application Editor

Once you have selected an application to edit or create, you will be taken to the application editor. The first four tabs are all about application building, while the last tab, SETTINGS, is reserved for your Apply Process settings, such as your application header, in-app messages, automatic emails, and more.

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Options

1. Application Name: Give your application a unique name. When creating a requisition, the applications appear in alphabetical order.
2. Cancel: Exit out of the editor without saving. This is useful if you've made a mistake in editing and want to start over.
3. Preview: Preview what the questions will look like to the applicant. Please note that this is not a substitution for testing the application. While this gives you a good idea of what the questions will look like, the exact formatting with page breaks and so forth will not render here.
4. Save: Periodically save your application while editing.
5. Save & Close: When you are done editing your application, clicking this will save any changes and take you back to the Applications Tab.

Application Ribbon

Pre-Screen

The Pre-Screen sections allow you to add knockout questions that appear before anything else in the process. To learn more check out: Knockout Questions & Auto-Grading.

Resume

The Resume section allows you to provide a place for candidates to upload a resume, cover letter, and/or any relevant documents.

Initial

The Initial section is the main body of your application. If you have a two-step application, this is the first step.

Detailed

The Detailed section is the secondary body of your application. If you have a two-step application, this is the second, "detailed" stage.

Settings

The Settings tab is where you can adjust the formatting of your application, enable translations, and add auto-replies for your candidates. To learn more check out: Job Application: Settings.

To the Left

Options

1. Search: Easily search for pre-existing systems and saved fields.
2. System fields: Default pre-built fields.
3. Saved fields: Custom fields that you have created. Keep in mind if you edit a saved field it will change for the rest of the applications that this field is added to.
4. New Fields: Click and drag to create new custom fields.

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Options

1. Add Section: ClearCompany applications are broken up into sections. Sections can create page breaks in an application, enabled or disabled on a per-requisition basis, and can be used as a handy internal-facing organization tool.
2. Add Custom Section
   1. Candidate Photo Upload: Allows Candidates to upload a photo to the application, that will show on their Candidate Profile. 
   2. Name Pronunciation: Allows the Candidate to record a short audio clip to communicate the Pronunciation of their name. 
   3. Video Question: Allows the Candidate to submit a video response to a question of your choosing.
      1. This can be made required or optional with an additional space to provide additional context.

      2. Video submission lengths can be specified to a length of your choosing of 30-second increments up to 2 minutes.

   4. Redirect: Allows you to input a specific URL link within your application if a portion needs to be completed elsewhere. Here is the default note that appears when using a Redirect Custom application section:
      1. "You are about to be redirected to a third-party website to complete part of this application. This link can only be accessed once, so please do not click the 'Back' button. Before clicking 'Continue,' please make sure you have adequate time to complete this portion. DO NOT exit the application window after you complete the next section - there may be additional sections of the application."
   5. ADP WOTC Redirect*: For Accounts that have the ADP WOTC connector enabled and configured, this will redirect your applications to complete the Work Opportunity Tax Credit information in place for the organization.
   6. Forms*: Custom forms can be added to your application. You will need to contact your ClearCompany representative to add your specific forms.
3. Cancel: Exit out of the editor without saving. This is useful if you've made a mistake in editing and want to start over!
4. Preview: Preview what the questions will look like to the applicant. Please note that this is not a substitution for testing the application. While this gives you a good idea of what the questions will look like, the exact formatting with page breaks and so forth will not render here.
5. Save: Periodically save your application while editing.
6. Save & Close: When you are done editing your application, clicking this will save any changes and take you back to the Applications Tab.

Applicant Privacy and Future Consideration

When candidates apply for a job with your company, they will have the option to opt out of future consideration for other positions. Before an applicant starts their application form for a position, they will be prompted to indicate whether or not they wish to be considered for future/other positions at your company. To learn more check out: Applicant Privacy & Future Consideration.

Application FAQs and Important Information

Any updates you make to an existing application will be reflected live

This means that if you make updates to an application currently assigned to a live requisition, those changes will be visible to any subsequent applicants.

If you want to make edits to an existing process but want to test it before going live with it, you can use the Copy function on the Applications page to copy an existing process and test the changes there!

Make sure you stay compliant (if relevant)!

If you are required to collect EEO or other demographic data for reporting purposes, ensure that you are collecting this information at the appropriate stage of your recruiting process. This could mean having EEO questions in the application itself or sending forms later in the recruiting process. Check with your legal team before adding in these questions, knockout (pre-screen) questions, and other legal information.

When editing application questions, make sure you're not editing internal system names.

If you pull a system field (such as first name, education history, etc.) into an application and wish to change its name, please make sure to modify the display label only. To do so, click Edit on the question and change the Display Label.

The system pulls information from the system fields into many other parts of the recruiting system (such as the candidate profile or reporting). If the system field's internal name is changed, the system won't know where to pull that information from!

For example: If you invert the structure of the visa question - A candidate's response of "no" tells the system that they need a visa. If you change the structure of the question so that "no" means they do not need a visa, the system will still see "no" as they need a visa and will thus be reflected incorrectly on the candidate's profile.

When editing application questions, keep in mind that if you modify a copied question from one application to another, the change will be reflected in both forms

For instance, if you add the question "What is your favorite color?" copy the application process and change that same question to "What is your favorite animal?" the question will read "What is your favorite animal?" on both applications.

Adding or deleting fields will only impact the current application, as will document upload selections, section settings, individual validation settings, and application settings will only impact the current application.

Additional Resources

Job Applications: Settings
Applicant Privacy & Future Consideration
Two-Step Application Process